Policy Contents

Adverse Weather Operations Policy

Summary

During adverse weather, the university follows a decision making
process to change scheduled operations and will make a timely
announcement to cancel or delay classes and events, allow an early
departure for employees, or conduct operations as usual.

Policy Statement

The University at Buffalo (UB, university) recognizes that
adverse weather conditions, including winter weather, can impact
university operations. The safety of students, employees, visitors,
and guests is a primary concern in making any weather-related
decision about campus operations. While every attempt is made to
maintain scheduled operations, it may be necessary to change
scheduled operations when adverse weather conditions occur. In such
circumstances, the President or designee may make a decision to
change scheduled operations resulting in class cancellations, class
delays, an early departure*, or a closing*.

* Only the governor can officially declare that the
University at Buffalo is closed or direct early departure and only
the governor can authorize employees to remain away from work
without charge to leave accruals. A declaration of emergency, even
by the governor, does not automatically mean the closure of the
university.

Recommendation to Change Scheduled Operations

A recommendation to the President to remain open or to cancel or
delay classes and events will be made with sufficient time to
notify the campus community as follows:

before 5:30 a.m., for daytime classes or events

before 3:00 p.m. for classes or events scheduled after 5:00
p.m.

If there is an opportunity to assess the situation and potential
impact of adverse weather conditions, advance notice will be issued
before any actions resulting from a change in scheduled operations
are required. Likewise if conditions change rapidly, a more time
sensitive recommendation and decision process will take place.

Decision to Change Scheduled Operations

The decision to cancel or delay classes or events, or issue an
early departure is based on numerous factors and input from the
Emergency Planning Oversight Committee, including officials from
departments responsible for student life and safety, academic
scheduling, emergency management, athletics, human resources,
facilities operations, and campus infrastructure. The Emergency
Planning Oversight Committee monitors and discusses current weather
conditions and forecasts throughout the region, road conditions
both on and off campus, scheduled academic and extracurricular
activities, and circumstances which may affect a particular region
or campus (North, South, or Downtown).

During the decision making process, the Emergency Planning
Oversight Committee considers information issued by the National
Weather Service (NWS) Buffalo Office (including announcements of a
weather advisory, watch, or warning), current and expected campus
conditions, and all scheduled classes, events, and activities.

Change in Scheduled Operations Options

Based on information considered during the decision making
process, including conditions that may affect a particular region
or campus, the Emergency Planning Oversight Committee will
recommend activation of one or more of the following change in
scheduled operations options:

Change in Scheduled Operations Options

Description

All Classes and Events Canceled

All classes and events are canceled. Weather conditions are severe enough to threaten the safety of the campus community. As the situation improves, this restriction will be altered, as necessary, to resume scheduled operations.

Only those individuals designated as essential personnel should report to work.

Scheduled performing arts or athletic events may or may not be affected by this announcement. Ticketholders are advised to check with the sponsoring unit of a public event.

Classes and Events Delayed

All classes and events are delayed for a specific time period based on current conditions and forecasts.

Essential personnel should report for work if conditions allow.

Early Departure for Employees

Weather conditions have deteriorated to the point where transportation and health and safety of employees may be jeopardized.

Employees should not be required to leave, but instead permitted to leave then or any time after the early departure announcement is made.

Classes and Campus Operations Conducted as Usual

All classes and events will continue as scheduled, but officials will continuously monitor campus conditions and communicate any changes as necessary.

Although the university is open during periods of adverse conditions, supervisors and department chairs may alter work schedules to make allowances for unique travel problems.

Essential Services and Personnel

Services related to the health and safety of students, faculty,
staff, and guests, and the security and maintenance of facilities
are essential and must continue in spite of adverse conditions.
Departments should conduct a detailed analysis of their services
and determine which services must continue during adverse weather
conditions. The determination of essential services and personnel
may vary depending on the adverse weather conditions and its impact
on communities in western New York.

Departments may also determine, based on the impact of the
weather conditions, which employees are essential. Departments may
approve an alternate work arrangement (e.g., telecommuting) to
support university activity and meet the business needs of a
department during adverse weather.

Employee Absences

In accordance with New York State policy, employee absences
resulting from any change in scheduled operations including class
cancellations, early departures, and closings must be charged to
appropriate leave accruals. An employee who does not have
sufficient leave accruals may borrow from future accruals. Only the
governor can officially declare that the University at Buffalo is
closed or direct an early departure and only the governor can
authorize employees to remain away from work without charge to
leave accruals. Any person who reports to work will not be deprived
of the opportunity to work. During adverse weather and where
applicable, a provision must be made for alternate campus work
locations and alternate work for those who do get to the campus but
who cannot go to their regular work places or cannot perform their
regular work assignments.

Communication of a Decision to Change Scheduled Operations

A change in scheduled operations including class
cancellations, early departure, and closing announcements will be
made through one or more of the following communication
methods:

Background

The possibility of snow, ice, or other adverse weather may
affect classes, events, and work schedules. Whenever possible, the
university will continue scheduled operations, including classes
and events, during adverse weather to the extent that students,
faculty, and staff can travel safely to and from campus given local
conditions.

Applicability

Definitions

Essential Employee

An employee who has been deemed
necessary by their supervisor and is expected to report to or
remain at work during a change in scheduled operations. Employees
who are deemed necessary may vary depending on the conditions.

National Weather Service (NWS)

The official government agency tasked
with warning the public of pending hazards associated with weather.
The NWS issues the following alerts during periods of severe winter
weather:

Advisory - Conditions are expected to cause significant
inconveniences that may be hazardous. If caution is used, these
situations should not be life-threatening.

Watch - Severe conditions such as snow and/or ice may
affect one or more campuses and surrounding communities, but the
location and timing are still uncertain. A watch is issued 12 to 36
hours in advance of potential severe weather.

Warning - A winter storm warning is issued when four or
more inches of snow are expected over the next twelve hours, or six
or more inches in 24 hours, or ¼ inch or more of ice
accumulation is expected. A warning may also be issued if the storm
is expected to hit during high-traffic driving times like rush
hour.

University Closing

Only the governor can officially
declare that the University at Buffalo is closed or direct early
departure and only the governor can authorize employees to remain
away from work without charge to leave accruals. A declaration of
emergency, even by the governor, does not automatically mean the
closure of the university.